Modernizing Financial Systems

Modernizing Financial Systems

 

Project Details

The Financial System Modernization project focuses on implementing policy, procedure, and system changes needed to increase consistency in financial operations across campus and create the conditions for a successful future ERP implementation. Phase 1 began November 2023 and most activity will conclude December 31, 2024.  Phase 2 will begin Fall 2024.

Project Objectives

  • Enhance the *DEFINE financial system to optimize business operations.
  • Improve business processes and policies.
  • Increase data access, availability, and usability.

Project Working Group

Executive Sponsor: Vice President and Chief Financial Officer
Policy and Procedure Improvements: Financial and Administrative Services
Business Solutions: University Business Services (UBS)
Technical Support: Enterprise Technology; Enterprise Business IT Solutions (eBITS)
Consultation: Council of University Business Officers

Scope of Work

Area

Phase II Scope

Expanded use of UT Tracker & Enhancements
  • Expand the use of UT Tracker
  • Enhance existing VP2 and VPE request forms
  • Implement VE5 Request form
  • Implement programmatic generation of documents in *DEFINE (VE5, VPE, and VP2)
Chart of Account Modernization
  • Financial Data Clean-up - Fund expiration date and unit code clean-up
  • EOM Training Modernization
  • *DEFINE CA3 enhancements
Policy and Procedure Review
  • OOEF process redesign and HBP 9.1.1. Entertainment and Official Occasion policy revision
  • Financials Policy and Processing Improvements
Training
  • UT Tracker Training Development
  • Enhanced EOM Training
SS1 Enhancement
  • Add multi-recipient on a single document functionality
  • Document creation through excel upload
SS2 on the Web
  • Move SS2 documents to the web as part of the Award Suite
  • Add multi-recipient on a single document functionality
  • Add excel upload document generation functionality
Financial Reporting Improvements
  • Deploying Power BI cubes, reports, and dashboards for Financial and Human Resources for campus reporting and data analytic purposes
Enhance eDOCs User Interface and add additional document types
  • Modernize eDOCs interface
  • Implement mobile friendly/responsive design
  • Add VT5, VT7, and VP7 documents for web approval
Request to Pay Lifecycle Transformation
  • Finalize proposal for expanded Jaggaer solution for request to expense functionality
Account Request Transformation
  • Automate the account request form submission process
  • Ensure dynamic fields, implement routing for approvals including CSU and specific departments
  • Provide tracking mechanism for monitoring the status of requests

 

Phase 1

Accomplishments to date include:


Request to Pay Lifecycle Transformation: Engaged with Huron to evaluate and expand Jaggaer for request to expense functionality.

Financials Policy and Processing Improvements: Addressing billing issues, standardizing report codes, and updating AUF and NACUBO codes.

Signature Desk Approval Improvement: Enhanced flexibility for signature approvals.

Updated Procurement Forms: Streamlined forms for various procurement needs, including noncompetitive purchases and emergency procurements.

UT Market Enhancements: Expanded functionality and new catalogs for easier campus purchases.

Unified Navigation Framework: Created a unified navigation framework across multiple financial applications.

UT Tracker Enhancements: *DEFINE integration implementation and new request form types (RTA and VP5).